Managing Other Definitions

Overview

Key Entity records in Practifi include an Other Definitions field that allows your firm to apply additional classifications to records beyond the standard Prospect or Client designation. This multi-select picklist gives your team a flexible way to capture meaningful context about each client or household, whether that means identifying a referral source, flagging a strategic relationship, or noting a client segment relevant to your business model.

The values selected in the Other Definitions field appear directly in record tables and in the header of each record page, making that context immediately visible to anyone working with the record. Because the list of available options is fully configurable, you can tailor it to reflect the classifications that matter most to your firm.

This article covers how to add new options to the Other Definitions field, edit existing options, and deactivate options that are no longer in use.

• Adding New Options to Other Definitions
• Editing Other Definitions Options
• Deactivating Other Definitions Options

Adding New Options to Other Definitions

Practifi Administrators can add new options to Other Definitions for Key Entities via Salesforce Setup. To add additional options to display in the Manager Other Definitions pop-up:

1. Navigate to Salesforce Setup by clicking the cog icon in the upper right-hand corner and Setup from the drop-down. 

   

2. Click the Object Manager tab on the left-hand side of the screen. 

   

3. Using the Quick Find box, search for and click the Entity (API: Account) object. 
   
4. Within the Entity object, click the Fields & Relationships tab on the left-hand side. 
   
5. Use the Quick Find search within the Fields & Relationships tab to search for and click Other Definitions. 
   
6. Scroll down to the Values section and click the New button above the table. 
   
7. In the text box, enter the new value as you would like it to display in Practifi. 
8. Click the Record Type Name checkbox to ensure this value displays on records as an option. 
   
9. Click Save to finalize the addition. The option will now be available for users in your organization from the Manage Other Definitions window.
   

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Editing Other Definitions Options

To edit values already added to the Other Definitions options: 

1. Navigate to Salesforce Setup by clicking the cog icon in the upper right-hand corner, then select Setup from the drop-down.

   

2. Click the Object Manager tab on the left-hand side of the screen. 

   

3. Using the Quick Find box, search for and click the Entity (API: Account) object. 
   
4. Within the Entity object, select the Fields & Relationships tab on the left-hand side. 
   
5. Use the Quick Find search within the Fields & Relationships tab to search for and click Other Definitions. 
   
6. Scroll down to the Values section. 
7. Click the Edit hyperlink beside the value you would like to change. 
   
8. Make the necessary edits to the Label and API Name to reflect your firm's needs, then click the Save button to finalize your changes. 

You can also change the order in which options appear in the Other Definitions field by clicking the Reorder button in the Values section. This allows you to move options up or down in the list to control how they display to users. Once you have finished reordering, click Save to apply the changes in your organization.

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Deactivating Other Definitions Options

Options within the Other Definitions field can be deactivated to make them unavailable for users to select going forward.

Please note: We recommend deactivating Other Definitions options rather than deleting them. Deleting an option removes it from any records that currently have it applied, which can result in the loss of historical context. Deactivating an option preserves that data on existing records while preventing your team from selecting it on new or updated records.

To deactivate a value from the Other Definitions field:

1. Navigate to Salesforce Setup by selecting the cog icon in the upper right-hand corner and Setup from the drop-down. 

   

2. Click the Object Manager tab on the left-hand side of the screen. 

   

3. Using the Quick Find box, search for and click the Entity (API: Account) object. 
   
4. Within the Entity object, click the Fields & Relationships tab on the left-hand side. 
   
5. Use the Quick Find search within the Fields & Relationships tab to search for and select Other Definitions. 
   
6. Scroll down to the Values section.
7. Select the Deactivate hyperlink beside the value you would like to remove from options for your firm to be able to select. 
   
8. Click OK on the confirmation dialog that appears to finalize the deactivation.

Once deactivated, the value moves to the Inactive Values list on the field's detail page. If needed, a deactivated value can be made active again in the future by clicking the Activate link beside its name in the Inactive Values list.